Contract User Guide - Speakers as of 4-1-23.doc

Contract User Guide How to Use the DFS Speaker contract

Contract #: DFS-Speaker-2023, Distributor MBPO: 27544

Contract Duration: 12/6/2022 to 11/30/2032 Options to renew: None Contract Manager: Julie Walrath, 978-567-3131 Last change date: 2/28/23 Contract Summary

This contract covers speaking/lecturing/training services on an as needed basis.

Who Can Use This Contract?

Applicable Procurement Law: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00

This contract is open for use by all entities under separate contract execution.

Pricing and Purchase Options Vendor pricing for some “sample” topics is located on the Application/Attachment A posted in CommBuys under the vendor’s Master Blanket Purchase Order under the Attachments Tab. Additional topics and pricing can be obtained via a quote. All pricing and any expense reimbursement will be confirmed on a signed Engagement Confirmation Form.

Quotes: If the topic subject matter can be addressed by multiple speakers on contract, it is the DFS’ hiring divisions’s responsibility to perform their due diligence and look at other Speaker’s pricing or request quotes.

Full Performance Requirements and Specifications The “Contract and Performance Specifications” (Section 8 of the RFR) provides detailed specifications and performance requirements that the vendor must comply with under this contract. Please reference this document to ensure compliance when utilizing the services of any vendor. These specifications are located under the Attachment Tab in CommBuys (www.commbuys.com) under the Vendor’s Master Blanket Purchase Order or the Distributor MBPO #27544.

Vendor List and Contract information

The vendors as of 12/6/22 are listed below. A complete list can be found on CommBuys. Please refer to the vendor’s Master Blanket Purchase Order in CommBuys (www.commbuys.com) for Vendor Information. Some sample topic pricing can be found on the Application/Attachment A under the Attachment Tab.

Howard Cross, VC0000545738

PO Box 141

Shaftsbury, VT 05262

Howard Cross

MBPO: 27546

Joseph Nedder, VC6000041303

125 Glendale Street

Uxbridge, MA 01569

Joseph Nedder

MBPO: 28367

NY Fire Training 1 Joseph Court

East Northport, NY 11731

Strategic Sourcing Services Team Members

Kevin Gallagher Korina Senior

Dept. of Fire Services

Dept. of Fire Services

Summary of Where to Obtain Important Contract Information To obtain in depth contract information: go to the CommBuys (www.commbuys.com) website:

1. click on the “contract/bid search” link

2. search for a “Contracts/Blanket”

3. type in the document description box: DFS-Speakers-2023 and click on “find it”

4. scroll down to the bottom of the page and choose the Master Blanket Purchase Order (contract)

The Master Blanket Purchase Order (contract) will contain the following contract information under the Agency Attachments link:

Specifications/RFR

(Blank) Evaluation Scorecard

Contract User Guide

Vendor’s Scorecard

Vendor’s Fully Executed Contract

Vendor’s Application/Attachment A with “sample” topics and pricing

CONTRACT PROCESS

1. Speaker must register as a vendor in the CommBuys system. Speaker is responding to a bid/RFR and all contract terms are located within the Request for Response (RFR). (Search for a contract/blanket, #27544)

2. An eligible Speaker fills out the “Application/Attachment A” located in the CommBuys system under Master Blanket Purchase Order #27544. (Contract employees are not eligible to be paid under this contract and are paid through payroll via the Human Resources Office.) Speaker submits the Application/Attachment A to the DFS hiring division the Department of Fire Services.

3. The DFS Division will fill out an “Employment Status Form” to determine that the Speaker is eligible as an “Independent Contractor.”

4. Review Process (Evaluation/Scoring) done by DFS hiring division. DFS division must complete the Evaluation Scorecard and submit it to Fiscal with the Application/Attachment A along with a signed Employment Status Form.

5. Submit Application/Attachment A, Employment Status Form and Evaluation Scorecard to Fiscal/Purchasing Department (Julie Walrath) for the contract award process.

6. Vendor/DFS Form Execution done by Fiscal/Purchasing Department (can take up to 6 to 8 weeks)

7. Engagement Confirmation Form completed by the hiring division at DFS (at least 2 weeks prior to event) This form sets the financial commitment between DFS and the Speaker. The Application/Attachment A sets the price for the contract term (10 years) for specific topics listed. These topics and fees are non-negotiable during the contract term. Other topics not listed on the Application/Attachment A are quoted at time of need. The DFS division will confirm any negotiated reimbursements on this form. Only out-of-state speakers are allowed the reimbursement of expenses and copies of receipts must be provided – see RFR for more details) Meals are not allowed.

8. DFS Division submits to Fiscal for processing:

· Purchase Requisition (object code H15, H98 for reimbursements)

· Attach additional quotes if required. (If your topic can be addressed by multiple speakers on contract, it is the DFS Division’s responsibility to perform their due diligence and look at other Speaker’s pricing or request quotes. The DFS Division will justify its selection in writing with the purchase requisition.)

· Engagement Confirmation Form

9. DFS Fiscal will send to the Speaker:

· Purchase Order (through the CommBuys system)

· The executed Engagement Confirmation Form (this form can be used as an invoice if needed) Engagement Confirmation Form: If there is an agreement with an out-of-state speaker to be reimbursed for expenses, the acceptable expenses will be confirmed prior to the event on the Engagement Confirmation Form.

Remember:

· meals are not allowed

· mileage is reimbursed at the Commonwealth of Massachusetts/Federal/GSA/State rate

· Copies of receipts must be provided or they will not be reimbursed

· Standard payment terms are 45 days from date of completed invoice unless a prompt pay discount is offered

10. Payment: Speaker will send DFS an invoice after the speaking engagement. The Engagement Confirmation Form may be used as an invoice by signing the bottom of the form certifying that services were rendered and complete. If reimbursements are included, copies of receipts must be attached.

“NO FEE” SPEAKER INSTRUCTIONS

1. Speaker Fee:

Speaker must submit to the DFS Division:

· A letter in writing stating the “no fee” agreement

The DFS Divisiont must submit to Fiscal:

· The letter from the Speaker confirming the “no fee” agreement for the Procurement File.

2. Reimbursements:

The DFS Division must address the issue of travel reimbursements for out-of-state speakers only.

· No reimbursement - statement must be included in the above letter

· Reimbursement – Instructions 1 through 10 above must be followed (Speaker must hold a “contract” with DFS to receive any money)